PRIVACY POLICY
INTRODUCTION
At Gamlingay Leisure we are committed to protecting
your privacy.
We collect and process personal data about you to
provide the services you use, operate our business, meet our contractual and
legal obligations, protect the security of our systems and our customers, or
fulfill other legitimate interests.
Our Privacy Notice explains how we collect, use,
share and protect your personal information. When we update this policy we will
post any changes on our App.
If you have any queries about this Notice please
contact us at Gamlingay Leisure, Station Road, Gamlingay SG19 3HA.
Alternatively send an email to: info@gamlingayleisure.org.uk
IDENTITY OF DATA CONTROLLER
The Data Controller in respect of this Privacy
Notice is Gamlingay Leisure.
We process personal data in accordance with the UK
General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and
all other relevant legislation.
WHEN DO WE COLLECT INFORMATION?
We collect your personal information when you:
• Complete an Online Membership Agreement
• Register interest for Gamlingay Leisure activities
• Register for membership
• Ask us for more information about a product or service, or contact us with a
question or complaint
• Send an email to an @gamlingaylesiure.org.uk email account
• You have an accident in our gym or there was an incident where you were a
witness or personally affected
• When you book classes, courses and inductions
• When you use the Gamlingay Leisure Clubright app
• When our teams take photos of your attendance at the gym, part of an event or
in a class (Your permission will be asked beforehand)
We may also collect, match or acquire information about you from other organisations such as Google and Facebook.
We also collect information through digital tracking technologies (such as cookies or app analytics) where applicable. You will be informed if such technology is in use and will have the option to refuse non-essential tracking.
WHAT INFORMATION DO WE COLLECT?
The information we collect is required for the
purpose of creating your Member Account and for you to enrol in our gyms. Such
information allows you to be identified as a member of Gamlingay Leisure and
includes:
- Name,
date of birth, gender, e-mail address, postal address, telephone number,
health declaration and whether you require disabled access
- Credit
or debit card information, information about your bank account number and
sort code or other banking information. Note that we do not store your
bank or credit card details on our web servers
- Your
usage records and duration of visits
- Your
preferences for particular products or services or interests when you tell
us what they are – or when we assume what they are, depending on how you
use our products and services
- Your
contact with us, such as a note or recording of a call you make to our
contact centre, an email or other records of any contact you have with us
- Your
membership information – such as dates of payment owed and received, the
services you use and any other information related to your account
HOW DO WE USE THIS INFORMATION?
We will use your personal information to provide you with the services, products or information that you have requested, for administration purposes, to improve your website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes. We may use your information to:
·
Bill you for using our services as part of your membership
·
Keep you informed about our services including operational matters
relating to your Membership
·
Provide relevant services to you
·
Confirm your attendance to exercise classes or lessons
·
To allow you to monitor your gym usage in your members area
·
Contact you with offers or promotions based on our analysis of how you
use our services and what we think will be of interest to you (unless you
choose not to receive our marketing messages)
·
Respond to any questions or concerns you might have about our services
·
Understand how you use our services, to help us develop relevant and
updated services
·
Carry out research and statistical analysis to monitor how customers use
our services
·
Prevent and detect fraud or other crimes
We process your
data under the following lawful bases:
- Contractual necessity – to provide your
membership services
- Legal obligation – including safety, accident
reporting and financial compliance
- Legitimate interest – to operate and improve
our services
Consent – for marketing communications or photography (which you may withdraw at any time)
DATA RETENTION
We’ll store your information for as long as you are
a Member of Gamlingay Leisure, or following cancellation and to meet legal
requirements including financial audit, anti-fraud and money laundering
regulations. We will store your information for no more than 6 years from the
last activity on the account. An ‘activity’ can be classified as access into a
gym, a payment made on the membership account or a comment added to the
membership following contact with Gamlingay Leisure. We may contact you about
Gamlingay Leisure services during this 6 years if you haven’t opted out of receiving
marketing communications from us.
Accident/incident records may be retained longer
where legally required for health and safety compliance.
Opt out
Gamlingay Leisure will only send you information
relating to your membership. We will not share your data with any 3rd parties
for marketing purposes. If you cancel your membership with Gamlingay Leisure we
will only send you information that we think will be of interest to you. If you
want to opt out of receiving marketing messages from us, please visit your
profile section within the Members Area of the website. You can choose to opt
out of all marketing or select your marketing preferences. Alternatively, if
you are no longer a member, and wish to remove your consent to receive
marketing please contact by email to info@gamlingayleisure.org.uk
You may withdraw
marketing consent at any time without affecting your membership or access to
services.
KEEPING YOUR PERSONAL INFORMATION SECURE
Our team is committed to secure your information
and also take appropriate measures to ensure that the information we collect
and maintain is kept secure, accurate and up to date and kept only for so long
as is necessary for the purposes for which it is used.
We ensure the organisations that provide us with
services related to your membership have appropriate security measures and only
process your information in the way we have authorised them to. These
organisations will not be entitled to use your personal information for their
own purposes.
Communications over the internet (such as emails)
aren’t secure unless they’ve been encrypted. Your communications may go through
a number of countries before being delivered – as this is the nature of the
internet. We can’t accept responsibility for any unauthorised access or loss of
personal information that’s beyond our control.
Where third-party providers process data on our behalf, they are contractually required to comply with data protection law and may not use your data for any other purpose.
WILL WE DISCLOSE THE INFORMATION WE COLLECT TO OUTSIDE PARTIES?
We may share information about you with:
- Service providers, agents
and associated organisations to allow us to service your membership and
communicate with you; for example, financial institutions to process
payments, and freelance personal trainers when you sign up to classes
- Law enforcement agencies,
regulatory organisations, courts or other public authorities where we have
a legal obligation to do so
We’ll release information if it’s reasonable for
the purpose of protecting us against fraud, defending our rights or property,
or to protect the interests of our customers.
If we’re reorganised or sold to another
organisation, we may transfer any personal information we hold about you to
that organisation. We will inform you if we do.
If personal data is transferred outside the UK, it
will only be done where appropriate safeguards exist, such as adequacy
decisions or Standard Contractual Clauses.
COLLECTION OF CHILDREN'S DATA
Gamlingay Leisure does not collect or process children’s data.
YOUR PRIVACY RIGHTS
You have the following rights in relation to your
data privacy: the right of access; the right of rectification; the right of
erasure (the “right to be forgotten”); the right to restriction of processing;
the right to be notified; the right to data portability; the right of
objection; and the right to not be subject to automated profiling.
Access. You have
the right to ask for a copy of the information we hold about you and to have
any inaccuracies in your information corrected. Please contact us through email
to info@gamlingayleisure.org.uk, or bywriting to
the address already provided. There is not normally a fee for this service.
We will respond to rights requests within one month
in line with UK GDPR requirements.
Rectification. If you
believe we’re holding inaccurate information about you, or your personal
details change, please update your profile on the Gamlingay Leisure website in
the member’s area. Debit, Credit and Bank account changes can be made in
your members area on the Gamlingay Leisure website.
Erasure. You have the right
to the erasure of the data we hold on you, when it is no longer needed for the
purposes of your Membership, or when you withdraw your consent for our
processing (and we have no other lawful basis to hold your data).
Restriction. You have the right
to ask us to place restrictions on processing your data in certain
circumstances.
Notification. You have the right
to be notified of any rectification, erasure or restrictions in relation to
your personal data.
Portability. You have a right to
receive the data we hold on you electronically in a format that allows it to be
easily transferred to another data controller.
Object. You have
the right to object to data processing of your personal data for direct
marketing or profiling purposes.
Profiling. You have
the right not to be subject to any decision based on automatic processing of
your personal data.
The address to be used to obtain a copy of your
personal information is: Gamlingay Leisure . Station Road, Gamlingay SG19 3HA
email: info@gamlingayleisure.org.uk
CHANGES TO THIS PRIVACY NOTICE
We will update this privacy notice to reflect the
way in which we process and protect your data. If we do so, we will post notice
of the change on our App and you will have the opportunity to adjust your
communications preferences via your Member Profile within the Members Area of
the App.